Administrative Coordinator

Administrative Coordinator

The Department Psychiatry at Oregon Health & Science University is seeking an outstanding Administrative Coordinator to support the expansion of Department of Psychiatry clinical and education services.

This position provides exceptional customer service in a fast-paced, highly-productive, and diversified research and academic environment to faculty, staff, and trainees. Responsibilities include, but are not limited to: Purchasing, reimbursements, travel, event management, recruitment and onboarding administrative duties, and general support of department needs.

1. Supports the expanding clinical and education services at the Crossing Campus. Providing on-site support for faculty and staff. Including:

• Coordination and support of meetings, including taking meeting minutes, soliciting agenda items, and providing necessary administrative follow-up.
• Provides calendar support to designated department leaders.
• Coordinates call schedules, maintaining accurate calendars, sending weekly prompts to faculty.
• Facilitate and maintain accurate tracking, and generally support the OPPE/FPPE program.

2. Independently manages ordering of research and office supplies, equipment for department and research laboratories, and computer/networked equipment orders.

• Maintains accurate order tracking.
• Uses OHSU's purchasing system, Oracle, for laboratory research and departmental orders including, but not limited to: back-and-forth communication with requesting lab personnel, entering requisitions, follow up with vendors as necessary, ensure orders are marked as received in Oracle, send invoices to Accounts Payables, research payments, and closing of old purchase orders.
• Places orders with departmental credit card (P-Card) including reconciling credit card on a weekly basis, coordination of standing orders such as water, demurrage, file storage, and water system maintenance. Also responsible for assisting other P-card holders with reconciliation.
• Order office supplies from OHSU vendor, Staples, for administrative office and laboratories.
• Coordinate computer/networked equipment orders with department staff/faculty and OHSU IT group.

3. Arrange and reconcile travel for faculty, staff, and trainees.

• Use OHSU preferred travel vendor and direct bill, where possible.
• Hotel direct billing.
• Post travel reimbursement
• Recruitment weekend travel arrangements

4. Event Support

• Responsible for logistics related to events including Ground Rounds, M&M, visiting seminar speakers, retreats, and other events.
• Responsible for advertising, tracking, and executing Grand Rounds, M&M, Woodcock Luncheon, Dinner, and Breakfast. Rondeau Lecture, Saslow Lecture and luncheon, and other special events as assigned. This includes working with outside agencies, vendors, restaurants, hotels, printers, and individuals.
• Maintains invitation and VIP lists for communication of events.
• Coordinates the CME process when required.

5. Recruitment/Faculty On-Boarding Support

• Schedule candidate interviews, escort candidates day of on-site interviews
• When requested, redact and prep candidate resumes and application materials.
• Draft advertisements, work with publications/website on posting recruitments
• Support incoming faculty and staff orientation to department policies and standards
• Assist with preparing key requests, ID badge forms, computer access, telecom needs.
• Assist with coordinating Visa paperwork and processing for new and renewing employees.

6. Administrative Office Support

• Facilities work requests.
• Equipment and supplies inventory management.
• Miscellaneous office tasks including, but not limited to, distribution of mail, sign for deliveries, deliver mail to Veteran's Administration staff, and welcoming visitors.

Other duties as assigned.

This is an in-person/on-campus position.

Required Qualifications:

• Four years of general administrative experience; OR An Associate's degree or certificate in office occupations or office technology and two years of general administrative experience; OR A Bachelor's degree and two years of general administrative experience.
• Strong verbal and written communication skills
• Excellent problem-solving skills
• Professional demeanor
• Ability to manage confidential information
• Detail-oriented
• Well-organized
• Capable of working independently
• Capable of managing competing priorities
• Intermediate skills in MS Office applications (Word, Excel, PowerPoint)

Preferred Qualifications:

• A Bachelor's degree in a Finance or Administrative field and four years of general administrative experience.
• Prior experience with purchasing, credit card reconciliation, and travel.
• Prior experience in an education and/or research environment.
• Prior experience at OHSU.
• Advanced MS Office skills.
• Familiarity with NIH regulations, forms, and procedures.

Additional Details:

Upload cover letter and resume. Please be sure to include months and years (MM/YYYY format) to the resume for jobs/work experience.

*OHSU Employees be sure to apply using your OHSU email.

Why apply to OHSU?

We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact View email address on click.appcast.io